1. Responsible party and Information Officer

Responsible party: G-Yeza Data Solutions, registration number K2017102279.

Information Officer: Kerisha Moodley, Chief Executive Officer.

Privacy contact: kerisha@g-yeza.co.za or info@g-yeza.co.za.

Address: 379 Anthon Lembede Street, Office 201B, Doone House, Durban, 4001, South Africa.

2. Personal information we collect

Depending on how you use the store, we may process:

• name, surname, title and contact details;
• company, school, government or organisation details, including registration, VAT or purchase-order information where relevant;
• billing and delivery addresses;
• customer account details and authentication information;
• products viewed, ordered, downloaded or returned;
• order history, invoices, payment method, payment status and transaction references;
• communications, WhatsApp interactions, enquiries, support tickets, complaints and warranty information;
• delivery records, proof of delivery, collection identification and authorised-recipient information;
• IP address, browser, device, login and website-security information;
• cookie, analytics and advertising information where the relevant services are enabled;
• software licence identifiers, delivery records and download or access logs where available;
• marketing preferences and consent or opt-out records.

We do not intentionally require more personal information than is reasonably necessary for the relevant purpose.

3. How we collect information

Information may be collected directly from you during checkout, account registration, quotation requests, delivery, collection, support, returns or marketing subscriptions.

We may also receive information from payment providers, distributors, software publishers, delivery personnel, fraud-prevention or security tools, Google services, WordPress or WooCommerce services, and persons authorised to act for your organisation.

Technical information may be generated automatically when you use the website, depending on your browser settings and the cookies or services enabled on the store.

4. Why we process personal information

We process personal information where reasonably necessary to:

• prepare quotations and respond to enquiries;
• create and administer customer accounts;
• receive, verify, accept, fulfil and deliver orders;
• process and reconcile payments, refunds and chargebacks;
• issue invoices and retain tax and accounting records;
• deliver software licences and provide technical assistance;
• manage returns, repairs, warranties and complaints;
• prevent fraud, abuse and unauthorised access;
• maintain, secure and improve the website;
• comply with legal, tax, regulatory and audit obligations;
• send direct marketing where permitted and respect opt-outs;
• establish, exercise or defend legal claims.

Processing may be based on consent, performance of a contract, a legal obligation, protection of a legitimate interest of the customer, or pursuit of G-YEZA’s legitimate interests where permitted by POPIA.

5. Payments

Online payments are facilitated through Netcash and the payment methods displayed at checkout. Payment providers process information required to authorise, confirm or reverse a payment under their own privacy and security terms.

G-YEZA does not ask customers to send complete card numbers, card security codes or banking passwords by email, WhatsApp or support ticket. G-YEZA may receive masked payment information, payment status, customer identity information, transaction references and fraud or verification results.

6. Who may receive personal information

Where necessary for the stated purposes, personal information may be shared with categories of recipients such as:

• Netcash and enabled payment-method providers;
• banks and financial institutions involved in the transaction;
• product distributors, manufacturers, software publishers and authorised repair agents;
• G-YEZA’s in-house delivery personnel and authorised representatives;
• website hosting, backup, email, security and technical-support providers;
• WordPress, WooCommerce, Automattic or Jetpack services where enabled;
• Google services connected through Site Kit or Google for WooCommerce where enabled;
• Meta or WhatsApp when a customer chooses to use WhatsApp;
• SureMail and the email-delivery service configured through it;
• professional advisers, auditors, insurers and debt-recovery providers;
• courts, law-enforcement bodies, regulators or public authorities where required or permitted by law.

Service providers acting as operators are expected to process information only for authorised purposes and to apply appropriate safeguards.

7. Cross-border processing

Some website, cloud, analytics, email, security, payment or software providers may process or store information outside South Africa. Where cross-border processing occurs, G-YEZA will take reasonable steps to ensure that the transfer is permitted by POPIA and that an appropriate level of protection or contractual safeguard applies.

8. Cookies, WordPress and connected services

The store is built on WordPress and WooCommerce. Depending on enabled features, the website may use cookies or similar technologies for cart functions, login, security, analytics, advertising, product feeds, performance and external services.

Connected tools may include Netcash Pay Now, Google for WooCommerce, Site Kit by Google, Jetpack, Click to Chat, SureMail and custom website code.

More information is available in the Cookie Policy. The exact cookies used may change when plugins or services are enabled, disabled or updated.

9. How long information is retained

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, or as required by law, contract, audit, warranty, dispute or legitimate operational needs.

Tax invoices and relevant accounting records are generally retained for at least five years. Order, delivery, licence, warranty, complaint and payment records may be retained for the applicable legal, warranty, audit or prescription period. Information may be kept longer where an audit, investigation, dispute or legal hold is active.

When information is no longer required, it will be deleted, destroyed, de-identified or securely archived in accordance with G-YEZA’s retention procedures and technical capabilities.

10. Security safeguards

G-YEZA uses reasonable technical and organisational safeguards appropriate to the nature of the information and the risks involved. Measures may include account controls, access restrictions, software updates, backups, security monitoring, payment-gateway controls and staff confidentiality obligations.

No internet service is completely secure. Customers should use strong unique passwords, protect devices and avoid sending sensitive credentials through insecure channels.

11. Direct marketing

G-YEZA may send marketing where the recipient has consented or where another lawful basis under POPIA applies. Each electronic marketing communication should identify the sender and provide a reasonably accessible way to opt out.

You may withdraw marketing consent or object to direct marketing at any time by using the unsubscribe facility or contacting info@g-yeza.co.za. Service messages about an order, payment, delivery, security or support request are not treated as optional marketing.

12. Your rights

Subject to POPIA and other applicable law, you may request:

• confirmation of whether G-YEZA holds personal information about you;
• access to your personal information;
• correction or updating of inaccurate information;
• deletion or destruction where retention is no longer authorised;
• objection to processing in appropriate circumstances;
• withdrawal of consent where processing depends on consent;
• restriction of direct marketing.

We may require reasonable identity verification before acting on a request. Some information cannot be deleted immediately where it must be retained for tax, contractual, fraud-prevention, warranty, dispute or legal purposes.

13. Children

The online store is intended for persons aged 18 or older. G-YEZA does not knowingly invite children to create purchasing accounts or place orders without an authorised adult or another lawful basis.

14. Security compromises

If there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, G-YEZA will investigate, take reasonable containment steps and make notifications required by POPIA.

Affected data subjects and the Information Regulator will be notified as soon as reasonably possible once G-YEZA is reasonably sure that a reportable security compromise has occurred, subject to any lawful delay required by law-enforcement needs.

15. Privacy complaints and contact

Privacy questions and requests should be sent to kerisha@g-yeza.co.za with sufficient information to identify the request and the relevant account or transaction.

If a privacy complaint is not resolved, a data subject may lodge a complaint with the Information Regulator of South Africa through its official complaints process.

Information Regulator: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191; telephone 010 023 5200; toll-free 0800 017 160; email enquiries@inforegulator.org.za.

This Notice may be updated to reflect changes in law, technology, plugins or business practices. The effective date at the top identifies the current published version.